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Grievance And Disciplinary Procedures

Grievance Procedure

The Birth Trauma Association strives for excellence in everything that we do and we welcome any opportunity to critically reflect upon our policies, procedures, information and activities. This procedure is designed to deal with grievances raised by individuals in relation to their volunteering activities. It aims to provide a means by which individuals can have their grievances managed in a systematic, fair manner which aims to address and resolve the issue as quickly and as close to the point of origin as possible, taking into account the needs of all parties involved.

Grievances may be raised on the following grounds:

  • The ABTA has not followed its own policies and procedures or
  • You believe you have been treated unfairly by the ABTA (whether by an individual or as a result of system, procedure or policy)

Grievances based on other issues may be considered at the discretion of the organisation.

Raising a Grievance

Informal resolution

Before pursuing a formal grievance, volunteers should have made an attempt to resolve the issue informally by directly raising it with the relevant person (e.g. another volunteer, the Volunteer Manager). Such informal discussions will not be officially recorded and it will be clear that they do not form part of the formal grievance procedure.

Stage One
If attempts at informal resolution have been unsuccessful, volunteers (named hereafter as ‘the complainant’) may make a formal grievance in writing to the Volunteer Manger). They should include any documentary evidence of their grievance.

This Volunteer Manager should respond to the complainant in writing within 28 days outlining how they intend to deal with the grievance.

Grievances should ideally be investigated and a formal written response received by the complainant within 28 days, however this will depend on the complexity of the grievance and the number of people involved.

Stage Two
If the grievance has still not been resolved to the complainant’s satisfaction, they may raise this with the Executive Director in writing. They should include details of the original grievance (including any documentary evidence) and a copy of the formal response received under Stage One.

The Executive Director should respond to the complainant in writing within 28 days outlining how they intend to deal with the grievance at this level. Any action taken should include a review of the action taken and response given under Stage One.

Grievances should ideally be investigated and a formal written response received by the complainant within 28 days, however this will depend on the complexity of the grievance and the number of people involved.

Appeals
If the grievance has still not been resolved to the complainant’s satisfaction, they have the right to appeal. They must do so in writing to the ABTA Board within 28 days of receiving the written response from the Executive Director. All relevant documentation must be included.

The Board should review the entire process, including the original grievance and the action taken and responses received under Stage One and Stage Two.

Within 28 days (unless the situation is exceptionally complex), they will make a final, formal, written response, including any recommendations for action and lessons learned.

The decisions of the Board are final. 

Disciplinary Procedure

In order for the ABTA to maintain its credibility, we must take seriously any issues which may result in damage to our reputation or threaten the health, safety or dignity of others. The Disciplinary Procedure is a fair and transparent framework within which these issues can be addressed.

Examples of conduct which may result in disciplinary action include:

  • persistently bad timekeeping
  • taking on tasks which go outside the agreed remit
  • failure to respect other people’s confidentiality, dignity, independence and individuality
  • breach of health and safety regulations or agreements
  • misuse of equipment or facilities
  • theft
  • discrimination on grounds of disability/ race/gender, abuse, or other offensive behaviour
  • undertaking ABTA related activities whilst under the influence of alcohol or drugs

1. Informal resolution
Most instances of inappropriate behaviour will be of minor or passing nature and can be dealt with orally and informally. Careful notes must still be taken, and a time frame for improvement agreed.

2. Written warning
If there is insufficient improvement, or in the case of a very serious offence, a further discussion should be arranged, after which a written warning clearly stating what further improvements are expected should be issued to the volunteer. It is very important that everything is fully explained and understood.

3. Dismissal
If there has been no improvement at the conclusion of the previous stages or in the case of gross misconduct, the volunteer can be asked to leave and any further offer of help from them refused. This must be put in writing to the volunteer within one week of the decision being made, giving reasons and details of the right of appeal. In this case, an appeal must be received within 14 days of the effective date of the letter of dismissal. The volunteer will not be allowed to continue their voluntary activities pending his/her appeal.

4. Appeals
Volunteers have the right to appeal any decision or course of action at every stage of the Disciplinary Procedure. Appeals should be made in writing to the Board. The Board, in considering the appeal, must speak to all relevant parties before reaching a decision. The decisions of the Board are final.

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